You might be able to imagine what you’ll be doing on your wedding day but what happens behind the scenes while you’re getting ready, doing your first look, saying your vows, taking pictures, enjoying cocktail hour, or hitting the dance floor?

Here’s a snapshot of what I’m doing as your wedding planner on the wedding day.

Arrival

I arrive when the venue opens and am the first vendor there, aside from the venue manager. This could be anywhere from 9-11am. When I arrive my first stop is your getting ready suite to greet you and check in!

Morning Set-Up

Create a calm and organized atmosphere for the day!
Check the layout and ensure everything is where it should be. Count chairs at reception tables. Prep tables by putting on linens or runners so when the florist arrives they can begin their set up.
Begin setting up decor provided by the couple. This includes the guestbook table, cards and gifts table, table numbers, candles, signage, cake table, favors.
Ensure that each area is ready for other vendors to arrive. Items are at the bar, cake stands are set up on the cake table, arbor is at the ceremony site, detail items are set aside for the photographer, rental items are easily accessible, etc.

Lunch Break

It’s always my goal to take at least 15 minutes to eat lunch, hydrate, and reenergize so I’m by best for your day!

Afternoon Set-Up

As vendors arrive, I'm showing them around and answering any questions they have. Typically the musicians, bartenders, cake, caterers, photographers, and videographers are arriving sometime between 12:30-3:30, depending on the timeline of the day.
Check in on wedding party to ensure they are on time. Groomsmen have arrived, bridesmaids are getting dressed, personal flowers have been delivered.
Assist the photographer and videographer with any logistics like first look placement or gathering family for photos.
Check that set up is going according to plan. The florist is placing flowers where they should be, caterers are setting the tables correctly, bar is being set up, the musicians or DJ is in the right location and has the equipment they need.
My assistant will continue with any necessary set up while I am overseeing and supporting other wedding pros.
Check in with transportation companies to ensure timely pick ups and arrivals.

Pre-Ceremony

Confirm ceremony details with the officiant and ceremony musicians.
Ensure that ceremony site is ready for guests and prelude music is going as guests arrive.
Family and wedding party are where they need to be and out of sight of guests.
Line up everyone for the processional.
Begin ceremony on time! I pay attention to every detail to make sure that the wedding goes to plan!
I am standing with the wedding party to send everyone down the aisle at the right time.
Fluff the bride’s dress before she walks down the aisle!
While the ceremony is happening, my assistant is checking cocktail hour details to ensure everyone is ready for guests.
I watch the ceremony (and usually shed a tear!) so I can be sure everything runs smoothly. If there’s any unexpected issues that arrive, I am prepared to solve the issue efficiently and discretely.

Cocktail Hour

I or my assistant will help support the photographer with family photos. We want to help this process go as quickly as possible so your friends and family can enjoy cocktail hour.
Oversee cocktail hour to ensure guests are happy and wedding pros have what they need.
Bring the newlyweds cocktails and appetizers while they have photos taken! It’s our priority to help you enjoy and savor your wedding day!
Ensure reception space is ready for guests. Candles are lit, water glasses filled, lighting is just right.
Invite guests to join the reception at the right time.

Reception

Line up the wedding party and newlyweds for introductions.
Make sure bride’s dress is bustled for the intros. Again, paying attention to every little detail!
Check in with catering and DJ to ensure they are ready for intros and dinner.
Cue wedding party and newlyweds for introductions, first dance, welcome speech, etc.
Make sure that the newlyweds have a fresh drink and have their food first. Checking in to see that they have eaten and get to enjoy their wedding meal.
Ensure guests are getting their food in a timely manner and the ambiance of the reception is just right. The lighting is great, candles are lit, guests are happy and comfortable.
Release vendors to get their meals at the right time. It’s important that all your vendors get at least 15 minutes to eat their food and reenergize for the rest of the evening!
Check that the cake table is ready for the cake cutting, DJ is ready for first dances, and prep those who are giving toasts.
Cue newlyweds and wedding party for cake cutting, dances, and toasts. Ensure all events go smoothly.
Open the dance floor!
Check in with wedding pros to see if they need anything or have any questions.
While guests are dancing do any necessary clean up at the ceremony or cocktail hour site.
Be on stand by for any problem solving.
Prep the exit for the end of the night. Sparklers or other exit is set up and getaway car is ready.

Exit

Coordinate exit seamlessly so that the couple gets a grand exit to seal the magic of the wedding day!

Breakdown

When it comes to breakdown, it’s important to me that we are keeping the environment in mind. Trash is disposed of properly, recycling goes to its proper place. rentals are retuned just right, flowers are given to guests or delivered to a nursing home after the wedding, food and drinks are saved and given to the right people.
Clean up all the couples personal items like gifts, decor, and personal flowers.
Assist other vendors with break down. I am always willing to help caterers load up, break down florals, or take out the trash, if needed.
Ensure the venue is cleaned to the venue’s requirements.
Send each vendor off.
Check in with the venue staff before I leave.

Summing up what I do on a wedding day is like trying to capture a tornado in a teacup—it's a wild ride! But here's a peek into my typical day. Amidst all the hustle, my main priority is making sure the couple's wishes take the spotlight and that their day is an absolute blast. By nailing the prep work, I aim to get every vendor, family member, and wedding buddy feeling confident and prepared for the day.

As the day unfolds, my role extends beyond coordination to actively support fellow vendors, enabling them to deliver their best. I make it a point that everyone is well-equipped and assured that any challenge brought to me will be resolved efficiently.

There's something special about pulling off a wedding day without a hitch—creating a vibe where EVERYONE is loving the celebration. If you're thinking, "Yep, I need this magic on my team," let's make it a date! Your dream wedding deserves a smooth operator like me and I’m ready when you are!

Let's Talk!